Division Director Resource Manual

Transcription

1 Division Director Resource Manual

2 Table of Contents FORWARD... 3 DIVISION STRUCTURE... 4 JOB DESCRIPTION... 5 Division Director Duties... 5 N4A COMMITTEES & MISSION STATEMENTS... 6 Professional Development Division... 6 Student-Athlete Development Division... 6 Membership Services Division... 7 BOARD OF DIRECTORS... 8 The Structure of the Board (per N4A Constitution Article 4)... 8 Committees... 9 Meetings Reimbursement Policies Election of Officers Board s Fiduciary Responsibility Code of Ethics Duties of Officers (per N4A Bylaws Article 1) Voting (per N4A Bylaws Article 2) As a Member of the N4A Board of Directors Board of Directors Meeting at the National Convention New Member Orientation at the National Convention MENTOR/MENTEE PROGRAM What s In It For The New Professional? Professional Development Institute (PDI) New Practitioner Track Learning Specialist Track Leader/Manager Track

3 FORWARD Congratulations on being elected to the National Association of Academic and Student-Athlete Development Professionals (N4A) Board of Directors as a Division Director! We hope you will enjoy your term (two years) and find it fulfilling and satisfying as you work with the N4A volunteer leadership to build and position N4A as it strives to meet and fulfill its mission. This manual was developed to provide information on current N4A policies and procedures as well as serve as a resource during your term. If you have suggestions on content or any great idea ahha moments please contact the National Office so we can (1) implement the needed change, and (2) share the information with your fellow Division Directors. Thank you for your commitment, service and continued support of N4A. 3

4 DIVISION STRUCTURE Professional Development Division Research Committee Model Practice Committee Student-Athlete Development Division Ethnic Concerns Committee Honors & Awards Committee Student-Athlete Development Committee LGBTQA+ Committee Learning Concerns & Enhancements Committee Membership Services Division Membership Committee Legislative Services Committee Two-Year Colleges Committee 4

5 JOB DESCRIPTION Each Division Director leads the committee chairs of his/her division at the National Convention. Your term of office will begin at the conclusion of the National Convention, and for the next two years, you will represent the committees in your division. As Division Director, you will solicit input from the committee chair, chair-elect, and members of each committee in your division on pertinent issues to the division and/or to the Association while coordinating all business affairs. Division Director Duties: 1. Serve as first in line of communication between constituents in the director s designated division and the Board of Directors. 2. Travel to two organizational meetings a year (National Convention and mid-year Board of Directors Meeting). 3. Make written and oral reports to the Board of Directors on monthly conference calls and at annual and semi-annual Board of Directors Meetings (June and January); give an oral report to the general membership at the National Convention as needed. (Format of report summary is included at the bottom of the manual) 4. Confirm that each committee has a Chair (two year term) and Chair-Elect (two year term) and assist with recruitment of Chair-Elect, if necessary. The Chair-Elect will work with the Chair of the committee on all essential committee responsibilities to learn the Chair role. The Chair-Elect term will coincide with the two year term of the current Chair. The Chair-Elect will take over the Chair duties at the end of the Chair s two year term. 5. Assist committee chair in recruitment of core members if needed. 6. Coordinate a conference call a few weeks prior to the National Convention with the three Division Directors, all Committee Chairs, Chair-Elects, and Strategic Planning Liaisons. This call should set the stage for committee meetings and collaboration at the National Convention. 7. Work with Strategic Planning Chair and committee-specific strategic planning liaisons to coordinate submission of August 1, December 1, and May 1 committee action plan updates. 8. Review action plan submissions to ensure that each committee is properly addressing their responsibilities listed in the Strategic Plan and comment on plan in stage shared action plan responses spreadsheet. 9. Add any relevant historical documents, action plans, meeting minutes, etc. to the N4A website and member community so that progress of committees can be archived for future committee chairs and for N4A membership to access should they be interested in the direction or progress of each committee (request assistance from NACDA liaison in posting materials to N4A website). 10. Facilitate communication between committee leadership team (Committee Chair, Chair-Elect, Division Director, and Strategic Planning Liaison) on a consistent basis. 11. Facilitate committee communication two weeks prior to the submission of each action plan update to ensure proper committee integration and collaboration. This should consist of the committee leadership team and the core committee members. 12. During the second year of the term, Division Director should assist the Board of Directors in preparing a succession plan. The Division Director will solicit nominations and applications for Division Director from current or past Committee Chairs. Once all candidates are identified, the Division Director will conduct a vote to identify the next Division Director. 13. Perform other duties as assigned/requested by the President and the Board of Directors. 5

6 N4A COMMITTEES & MISSION STATEMENTS Professional Development Division Research: To assist existing committees in research endeavors, to support graduate student research, to provide a forum for scholarly interaction and publication, to assist N4A leadership in collecting research from the membership, and to maintain an archive of academic research relevant to the work of N4A members. Model Practices: To assist in identifying policies, practices, and programs that can be used to enrich studentathlete support services programming in areas such as: Academic Advisement, Academic Integrity, Disability Resources, Student-Athlete Affairs, Target Populations, and Tutoring. Student-Athlete Development Division Ethnic Concerns: To identify and communicate to the membership the challenges and concerns facing ethnic minority student-athletes and provide a forum for members to discuss these issues, generate ideas and share current practices to enhance their academic success and life skill development. Additionally, the group is committed to impacting underserved communities at the regional and national meetings and increasing HBCU institutional/individual engagement and N4A membership. Student-Athlete Development: To give back through community service, by securing opportunities on both the regional and national levels. The Life Skills Committee will serve as a resource and provide ongoing education to members who develop student-athletes, in their efforts with empowering students, growing champions, and developing leaders through the five components of student-athlete development (academics, athletics, career development, community service, and personal development). Honors & Awards: To recognize student-athletes who have made unique contributions to intercollegiate athletic programs. LGBTQA+: To explore ways to provide education, information, and training to the N4A members so that they can assist and support student-athletes. To serve as an ally and resource to LGBTA professionals and the Association. Learning Concerns and Enhancement: To explore existing programs and service options available to studentathletes with learning concerns and to educate the membership regarding techniques and strategies for learning enhancement; to encourage collaboration of all support services for the enhancement of student-athletes; and to identify the unique issues of the field and provide communication and support for professionals. 6

7 Membership Services Division Membership: To facilitate the orientation of new members, to coordinate activities that enhance the continuity of the membership, and to focus on retention efforts for new members. Legislative Services: To provide an analysis of pending legislation which can affect N4A members and their student athletes; to develop new proposals, amendments, and concepts to be considered by the appropriate constituents within the NCAA; to serve as a liaison with these associations and to disseminate information on legislation to the N4A membership. Two-Year Colleges: To serve a diversified and changing school system and its student-athletes through excellence in teaching and support systems. To communicate with the N4A membership about topics impacting two-year colleges and the students transferring from their institutions. 7

8 BOARD OF DIRECTORS The Structure of the Board (per N4A Constitution Article 4) Article 4. Officers 4.1 Elected Officers at the annual meeting shall be: President Assumed by President-Elect at Annual Meeting. Term: One Year (Voting) President-Elect Elected at Annual Meeting Term: One Year (Voting) Past President Assumed by outgoing President Term: One Year (Voting) Regional Director (5) Elected by the members of the Region. Election conducted either at the Annual or Region Meeting, or by alternate method prior to Annual Meeting. Region 1 and 3 elect in even-numbered years. Region 2, 4, and 5 elect in odd-numbered years. Term: Two Years (Voting) 4.2 Ex-Officio Board Members Appointed by the President (any may serve consecutive terms) shall be: Program Planner Appointed by the President at Annual Meeting with term ending in even-numbered years. Term: Two Years (Non-Voting) Parliamentarian Appointed by the President at Annual Meeting with term ending in odd-numbered years. Term: Two Years (Non-Voting) Historian Appointed by the President at Annual Meeting with term ending in odd-numbered years. Term: Two Years (Voting) Director-At-Large (3) Director must be and remain an N4A member in good standing. Director At-Large I ends term in odd numbered years. Directors At-Large II and III ends terms in even-numbered years. Term: Two Years (Voting) Chair, Past Presidents Advisory Committee Appointed by the President Term: Two Years (Non-Voting) 4.3 Nominations for Division Directors should be submitted in writing to the Board of Directors by March 1 of each year. The Board of Directors will then vote for the Division Directors and notify chairs and newly elected Division Directors so that they can attend pre-convention Board of Directors meetings. Division Directors must have chaired a N4A committee. 8

9 Director, Professional Development Division Elected to terms ending in even-numbered years. Term: Two Years (Voting) Director, Student-Athlete Development Division Elected to terms ending in odd-numbered years. Term: Two Years (Voting) Director, Membership Services Division Elected to terms ending in even-numbered years. Term: Two Years (Voting) 4.4 If any role of the Executive Committee is vacated for any reason, the remaining members of the Executive Committee along with the Past President Advisory Committee chair will devise a succession plan and submit it to the Board within 45 days. 4.5 If an appointed position is vacated, a new person will be appointed by the President, in consultation with the Executive Committee, to fulfill the remaining term of the vacated position. 4.6 If an elected position is vacated, a call for nominations for the position will be completed by N4A in 30 days and a vote of appropriate membership within 15 days following the announcement of nominees. The management of the vote will be coordinated by the N4A liaison in the NACDA office. Committees There shall be a Board of Directors comprised of President, President-Elect, Past President, Directors-At-Large (3), Division Directors (3), Regional Directors (5), and Historian. Non-voting members include the Parliamentarian, Convention Program Planner, and Chair of the Past Presidents Advisory Council (PPAC). The oversight of the N4A finances shall be conducted by a Finance Committee comprised of the President- Elect (chair), President, Past-President, and at least one elected representative from each Region. There shall be an Executive Committee comprised of President, Past-President, and President-Elect. There shall be a Past Presidents Advisory Council (PPAC) comprised of Past Presidents still active in the profession and N4A members in good standing who choose to be a member of the committee. The Nominating Committee shall be comprised of the Regional Directors and the President-Elect, with the latter serving as chairperson. The National Convention Committee for the Annual Meeting shall be appointed by the President and chaired by the President-Elect. Committee membership shall include a representative from each region. The Professional Development Institute (PDI) Committee consists of the co-directors and faculty members of the PDI tracks. At this time additional committees include: Strategic Planning Ad Hoc Committee, Academic Integrity Ad Hoc Committee. Other committees may be established by the Executive Committee as deemed necessary. 9

10 Meetings Board meetings - The Board convenes in-person twice per year (1 ½ to 2 days), once in June (immediately following the Annual Convention) and in January (known as the Mid-Year Meeting). The Mid-Year meeting will be held at a location designated by the President (currently in conjunction with the NCAA Convention). The term of service for a Board Member begins in June at the Board Meeting immediately following the Annual Convention and concludes following the last Annual Convention of their term. In between Board meetings, the Executive Committee (President, President-Elect, and Immediate Past President) may, when necessary, approve actions which do not require the vote of the entire Board of Directors. Reimbursement Policies Board meetings - Travel to and from the Board meetings, will be the responsibility of the Board member. Lodging, depending on the hotel contract and venue, may also be the responsibility of the Board member. In the instances where N4A is covering the hotel costs, Board members may be asked to share rooms. There is no reimbursement for meals. Expenses related to other Board activities At times, Board members, especially the Executive Committee, may incur expenses related to their responsibilities on the Board. These expenses must be part of a budget lineitem that is approved as part of N4A s overall budget. Receipts must be submitted for all reimbursable expenses within 30 days after the expenses are incurred. N4A has developed the following guidelines for reasonable expenses (including tax and gratuity): $10 for breakfast, $15 for lunch, and $25 for dinner. With the proper receipts, submissions within the guidelines will be reimbursed without any question. Higher costs will only be reimbursed if they are considered reasonable under the circumstances. Receipts and expenses should be submitted using the Travel Reimbursement Form available on the N4A website. Election of Officers The nominating committee shall: prepare a slate of candidates which will be presented in writing to the membership at least 30 days prior to the Annual Convention. No person may be nominated for office who has been an Association member for fewer than three years. A professional member may place a name in nomination for an elected office from the floor at the Annual Convention. All professional members will have the opportunity to vote for elected offices: (1) those in attendance by completing and submitting their ballot at the Annual Convention, (2) those not in attendance by absentee ballot requested by the National Office at least 14 days prior to the beginning of the National Convention in order to be counted in the final vote tabulation. No person may hold two elected offices simultaneously. Officers in elected positions may not succeed themselves. However, officers in appointed positions may do so. Officers may be removed from office for cause by unanimous vote of the other officers on the Board of Directors. The Board of Directors shall make appointments to fill any uncompleted terms until the next general election. 10

11 Board s Fiduciary Responsibility The Board of Directors is responsible for ensuring there are adequate financial resources for the work of the Association. Board members should meet certain standards of conduct and attention in carrying out his or her responsibilities to N4A. These standards are generally described as: duty of care, duty of loyalty and duty of obedience. Duty of Care leadership is required to exercise ordinary and reasonable care [prudent or sensible] in the performance of their duties, exhibiting honesty and good faith. Duty of Loyalty Board members should ensure they are pursuing the best interests of the organization rather than their own personal or financial interests. Duty of Loyalty encompasses a duty to avoid and/or disclose potential conflicts of interest. Duty of Obedience acting consistently with the organization s mission and purposes and its articles of incorporation, bylaws, and other policies or procedures. N4A carries Directors and Officers liability insurance to cover N4A Board members, if they are acting on behalf of the Association and not individually. Budget year and budget development N4A s budget year is from January 1 to December 31. The budgeting cycle begins in June and ends in November. At the Mid-Year meeting the Board is asked to approve a budget for the upcoming year. The proposed budget is distributed to the Board prior to the meeting. There may be modifications to this budget during the year based on prioritized needs of the Association and revenues. Code of Ethics A professional organization exists through the voluntary association of its members. One of its main purposes shall be to examine, evaluate and improve the quality of its professional preparation and the delivery of its services. It is in this spirit that the code of ethics is established. Any person who is a member of the profession, or is aspiring to membership, shall examine these statements and review his or her own philosophy in light of these principles. The purpose of the Code of Ethics for the National Association of Academic and Student- Athlete Development Professionals is to avoid confusion in practice, and minimize dispute by, specifying standards of accountability. 11

12 Duties of Officers (per N4A Bylaws Article 1) Article 1. Duties of Officers 1.1 The President shall: chair the Executive Committee; preside at all meetings of the membership and of the Board of Directors; perform all such duties required for the office; preside over the mid-year meeting of the Board of Directors. 1.2 The President-Elect shall: chair the Finance Committee, exercise all the functions of the office of the President in the absence of the President; serve as a member of the Executive Committee, Board of Directors and Nomination Committee; succeed the President as prescribed in the Constitution. 1.3 The Immediate Past-President shall: solicit nominations and coordinate the awards process for the Association; assist in maintaining a historical account of the Association; and serve on the Finance Committee, as a member of the Executive Committee, and on the Board of Directors. 1.4 Director, Professional Development Division shall: oversee committee research on prevalent topics of professional development and the needs of members in regards to advancement; coordinate committee efforts to develop model practices for members to expand their industry knowledge and skill base; support committees development of relationships internal and external to the organization resulting in increased opportunities for members to engage in professional development activities; assist with collection of material for the virtual resource room. 1.5 Director, Student-Athlete Development Division shall: investigate and participate in the committees legislative efforts regarding student-athlete well being; support committee s development of communication lines across N4A and representative institutions to monitor concerns on behalf of student-athlete health, wellness, and safety; spearhead committee implementation of programs to benefit student-athlete well being. 1.6 Director, Membership Services Division shall: oversee committee s orientation activities for new and continuing members; coordinate the committee s review of national legislative proposals and communicate information to members. 1.7 Director At-Large (3) is: designed to allow the Executive Committee the ability and flexibility to appoint a board member who can address a unique need for the organization at any particular time. Directorsat-large would serve staggered two-year terms with two directors ending terms in even-numbered years. 1.8 The Regional Directors (5) shall: serve as advisors to the President; act as liaisons between the Executive Committee and the general membership of their respective regions; serve on the Nominating Committee. Individual regions may adopt specific job descriptions respective to regional needs. 1.9 The Parliamentarian shall: see that all meetings are conducted in good order; maintain a current copy of Constitution and Bylaws; update and prepare amendments to the Constitution and By-Laws; present changes at the mid-year meeting; submit changes in writing to the membership at least 30 days prior to the Annual Meeting The Convention Program Planner shall: coordinate the program for the Annual Meeting, participate in pre-convention planning, assist NACDA with on-site coordination of Convention, soliciting and reviewing proposals from the membership ensuring that the Annual Meeting is of the highest quality and benefit for the membership The Editor(s) of the Academic Athletic Journal shall: be responsible for managing the manuscript 12

13 review process; coordinate publication of the journal when available with the National Office for publication as available; maintain a library of past issues The Historian shall: be responsible for recording the minutes of the mid-year meeting and all business meetings held at the national convention; assist NACDA in archiving the Association s historical documents The Chair of the Past Presidents Advisory Council (PPAC) shall advise the President upon request. Voting (per N4A Bylaws Article 2) Article 2. Voting 2.1 The following Board of Directors members will have official voting privileges: President, President- Elect, Immediate Past President, five (5) Regional Directors, three (3) Division Directors, three (3) Directors- At-Large, and the Historian. 13

14 As a Member of the N4A Board of Directors As a Division Director, you automatically become a member of the Board of Directors. You will be the voice of your Division on all business items while serving as a Board Member. Your attendance is required at both the Mid-Year meeting in January and the Board of Directors meeting at the Annual Convention each June. You are responsible for reporting on the action plan updates to the Board of Directors. A summary of committee progress as it relates to the strategic plan, as well as additional items that may be relevant, should be submitted to the National Office for posting to the N4A website. In addition, you will give a verbal report to the general membership at the Annual Convention upon request. Reports to the General Membership could include: A summary of the business meeting minutes from committee meetings. New business conducted at the committee meetings held at the Annual Convention. A request for involvement in committees that are in need of core members. A request for feedback on important topics when a committee needs membership involvement. Board of Directors Meeting at the National Convention Division Directors are expected to attend the Board of Directors meetings: June (Post Convention) and January. Please note the first year of your term, the first Board Meeting you will attend is the Post Convention meeting. Board of Directors Meeting Minutes. You will receive a copy of all the Board of Directors minutes and are expected to review them prior to the Board Meetings. New Member Orientation at the National Convention On the day of the actual official opening of the Convention, there is a new member orientation. The orientation is for primarily for the new members and the Board of Directors. As a member of the Board of Directors, the Division Director is expected to attend the new member orientation. 14

15 MENTOR/MENTEE PROGRAM An essential, yet underestimated, factor in professional development are the alliances formed between mentors (seasoned professional) and mentees (novice professional). Such alliances build bridges that reach far beyond mutual sharing of work related information. The N4A Mentor/Mentee Program is a service that facilitates such bridges. The service is provided by the Association through its membership committee and is available to all members. Purpose: The Purpose of the N4A Mentoring Program is to provide the membership with the following: A service that might not otherwise be available through campus or local community resources directed at professional development. A vehicle for communication and collaboration that supports the ethics of collegiality and bridge building. A means to increase involvement in the Association. A means to enhance satisfaction with the Association. What s In It For The New Professional? The mentor program can assist new professionals as they begin to develop a career in athletic academic advising. A mentor will be able to make you aware of unknown resources; Research Literature, Model Programs and Interventions, Program Evaluation Tools, National Clearinghouses and Consortiums. Mentors, themselves, can be a valuable resource by offering answers to questions about how to direct and manage academic support programs, how to communicate with coaches, faculty and staff, and how to decipher and apply NCAA rules and regulations. 15

16 Professional Development Institute (PDI) PDI's mission is to create and maintain a learning community that transmits, creates, and preserves the knowledge that defines the profession. After completion of the program, PDI continues to educate its graduates as it is designed to provide continuous professional development. PDI is a 2 ½ day workshop that is held annually in conjunction with the Annual Convention. PDI offers three specific tracks, two of which are offered in a given year. Each track is comprised of a series of interconnected intensive and interactive sessions facilitated by seasoned practitioners who are dedicated to the professional growth and career advancement of individuals serving student-athletes on university and college campuses. New Practitioner Track Through this track, the Institute seeks to ascertain and enhance knowledge about the foundational knowledge, skills and attributes owned by those embarking the profession. This track was created and intentionally designed to train and meet the professional development needs of individuals who have been working in the field less than three years yet want to explore, experience, and excel with a band of their professional peers. Learning Specialist Track Through this track the Institute seeks to ascertain and enhance knowledge about the skills and attributes owned by professionals serving student-athletes who possess exceptional abilities requiring unique learning accommodations. This track was created and intentionally designed to train and meet the professional development needs of individuals desiring to advance their craft in delivering programs and services to this unique student-athlete population, coaches and various campus stakeholders. Leader/Manager Track In an effort to advance the professional development of those seeking to provide leadership to student-athlete support service units around the country, the N4A conducts a professional development institute designed for men and women who have been recently hired or demonstrated the potential to serve as a director of a studentathlete support service unit within the next one-three years. An application process for PDI is launched in the fall, with participants selected and notified by mid- December. Approximately individuals are selected for each track. If selected, the enrollee or his/her institution will be responsible for travel and lodging costs associated with the workshop. To ensure that PDI is a great success, the Institute will provide recognized faculty from higher education and athletics communities, all meals, program materials, and continuing education in the form of mentoring and distance learning. 16

17 Format of written committee report referenced in Division Director Duties ( 5) 2011 Mid-Year Board Meeting Report Strategic Planning Committee: There has been excellent progression with the Strategic Planning Committee. Year two of the committee liaison role has produced better results. As their role has been more clearly defined to the Board of Directors, Division Directors, and Committee Chairs, communication and integration has increased. This will continue to be a major focus area going into the New Year. The next major step for this committee is to identify the timeline and structure of the new Strategic Plan. The potential affiliation with NACDA could have a major impact on this development, so many discussions must occur before the Strategic Planning Committee moves forward. Research Committee: The Research Committee assisted Joe Luckey in compiling a list of program directors for use in soliciting feedback. There are certain times where it is critical to have a core group of program directors available to provide feedback on important topics. These program directors can also be the liaison to their counterparts in their respective conference. Joe has utilized this group for feedback on a couple of Fall projects and will continue to do so in the future. The Research Committee is also connecting with the Membership Committee to provide assistance with membership research projects. The Membership and Research Committees now have the results from the membership survey that was completed last year. This information will give them the direction needed to continue their research. Model Practice Committee The Model Practice Committee is in the process of accepting proposals for the Model Practice Award. The goal for this year was to increase the number of institutions who submitted proposals. At this point, it is unlikely that they will meet the goal of having a minimum of 2 proposals per region, but there is still time left before the deadline. The Model Practice Committee is having a difficult time identifying active core members and a potential succession plan. Eric Rienecker has been involved in this committee for a few years now and is attempting to find a Chair-Elect to take over duties next year. At this point, he has been unable to identify someone interested in taking over these duties. It is expected that the Chair-Elect come from someone who has served on the committee in the past, but we may have to go to someone outside the group. 17